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The Minden Town Board meeting was held at 5:30 p.m. on Tuesday, November 10, 2015, at 1602 Esmeralda Avenue, Minden, Nevada. Board members present: Matt Bernard, Charlie Condron, Roxanne Stangle, John Stephans and Bill Souligny. Staff present: Jenifer Davidson, Trish Koepnick, Ryan Russell, and Bruce Scott. Ms. Stangle called the meeting to order at 5:30 p.m. The Pledge of Allegiance was led by John Stephans. PUBLIC COMMENT: Sheila Kendrick gave an update on the Minden Main Street program. APPROVAL OF AGENDA: Mr. Condron asked to pull Administrative item 3 from the agenda. Souligny/Bernard moved to approve the agenda as amended. Motion was carried unanimously. APPROVAL OF MINUTES: Bernard/Souligny moved to approve the minutes of the October 7, 2015 Board Meeting. Motion carried unanimously. ACKNOWLEDGEMENT OF GIFTS: None ACKNOWLEDGEMENT OF SERVICE AWARDS: None BOARD MEMBER REPORTS: Event Planning- Bill Souligny reported on Christmas event planning and the upcoming events, as well as the Town’s participation in Safe Street. Minden Water- Matt Bernard had nothing new to report. New Development Applications - John Stephans had no new developments to report. Citizen’s Advisory Committee/Main Street Steering Committee - Charlie Condron reported on Minden Main Street, including the Fall Fling that was quite successful despite the rain. CONSENT AGENDA FOR POSSIBLE ACTION: 1. Approval of the October 2015 financial report including claims paid September 25, 2015 through October 29, 2015 for fiscal year 2016. Stephans/Souligny moved to approve the Consent Agenda. Motion carried unanimously. ADMINISTRATIVE AGENDA: 1. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request for the Town of Minden work with the Town of Gardnerville, Douglas County, and Carson Water Subconservancy District to draft a joint resolution requesting assistance from the Governor of the State of Nevada to clean up silt, sediment and debris in the Carson River. Appearance by Clarence Burr, Principle Member Carson Valley Agricultural Association. Mr. Burr gave the background for this request, saying he believes that this needs to be a joint venture to get the river attended to. It used to be taken care of on a yearly basis from state funding, but funds have not been available for several years. ---PAGE BREAK--- Minden Town Board Minutes November 10, 2015 Page 2 of 3 Board discussion included involving the Army Corps of Engineers, Minden possibly taking the lead to approach the governor and find the money, reservation about taking the lead, and the belief that this is one of the best preventative maintenance measures to protect Minden residents. Public comment: A member of the agricultural community noted that the state has money for this; they would most likely be looking for in kind money. The efforts would be to restore the capacity of the Carson River, not increase it. Following thoughtful and intelligent deliberation, Condron/Stephans moved to approve the request for the Town of Minden to work with the Town of Gardnerville, Douglas County, and Carson Water Subconservancy District to draft a joint resolution requesting assistance from the Governor of the State of Nevada to clean up silt, sediment and debris in the Carson River and encourage the Minden Town manager to promote as quickly as possible this coalition. Motion carried unanimously. 2. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request by Town of Minden Events Committee to increase the budget for the 2015 Town of Minden Christmas Celebration from $3,000 to $3,500. Appearance by William Souligny, Chair of the Minden Events Committee. Mr. Souligny gave the background for the request. No Board comment. Public comment: None Following thoughtful and intelligent deliberation, Stephans/Souligny moved to approve the request by Town of Minden Events Committee to increase the budget for the 2015 Town of Minden Christmas Celebration from $3,000 to $3,500. 3. For possible action: Discussion and possible action to approve, approve with conditions, continue or deny a request to discontinue the practice of waiving fees for the use of Town Facilities by Douglas County. Appearance by Charlie Condron, Member of the Minden Town Board. PULLED 4. For possible action: Discussion and possible action to review and provide direction regarding the process by which the Town Manager will interview and select a Town of Minden Superintendent of Public Works. Appearance by Jenifer Davidson, Town Manager. Board discussion included the desire to have a Board member on the selection panel, emergency response time, the engineering skills in relation to the water grade and experience, the need to go after the best candidate, and options for the interviewing process which could include a meet and greet with the top candidates. Ms. Davidson noted that the priority was to hire a licensed engineer with the skillset and ability to fulfill the water licensing requirements. The current response time requirement is 45 minutes. Public comment: Members of the public gave recommendations on who should sit on the selection panel, as well as belief in the need to live in Douglas County. Following thoughtful and intelligent deliberation, Souligny/Stephans moved to approve the Town Manager to create a selection committee to interview and rank the applicants for the position. The committee should consist of the Town Manager, a licensed engineer, a department head/ supervisor from a public water utility, a manager with no less than 5 years of supervisory management experience preferably in public works, a representative from Human Resources with the addition of the chairman or her appointee. Once the candidates have been ranked by the selection committee, the Town manager may conduct a second round of interviews with finalists including an introduction to Town staff and Town facilities, and it is anticipated that the Town manager will offer the position to a successful applicant of her choosing shortly after this process has concluded. Motion carried unanimously. ---PAGE BREAK--- Minden Town Board Minutes November 10, 2015 Page 3 of 3 5. For possible action: Discussion and possible action to review the timing and process for the annual evaluation of the Town Manager. Appearance by Ryan Russell, Town Attorney. Mr. Russell gave the background for this item, noting that the manager’s goals and priorities coincide with the strategic plan. He noted that the minutes reflect a motion to do the evaluation 30 days before the strategic planning session and gave suggestions on timing for the process. Board discussion included retaining the original timing for the manager evaluation due to discomfort of going past a year to do an evaluation, needing to give the manager a full year to accomplish the goals, and comments on the form to be used. Jenifer commented that she agreed with the extended time originally and her concern is not being able to successfully accomplish the goals if not given a full twelve months. Public comment: None Following thoughtful and intelligent deliberation, Souligny/Stephans moved to approve the process as presented tonight in January, with the evaluation conducted formally in February and the strategic planning session to adopt goals and priorities for the coming year being held in March. Motion carried with Stephans, Souligny and Stangle voting aye and Bernard and Condron voting nay. 6. For possible action: Discussion and possible action to direct staff in relation to Staff Reports. Discussion shall include an Engineering Report which may include discussion on streets, sidewalks, drainage, water issues and related items. Discussion may also include an update regarding maintenance and repair work on Well the status of the Heybourne Well Project and the Well #11 test well project. Appearance by Bruce Scott, Town Engineer. Mr. Scott reported on the status of Well One and the phosphoric acid process, the Well 11 test well schedule, working with Herbach and staff on closing out the rehab project, Well 10 being near completion but behind schedule, and the County Road ditch project projected to go out to bid in late winter. No Board comments. Public comment: None 7. For possible action: Discussion and possible action to direct staff in relation to Staff Reports. Discussion shall include a Manager’s Report on the activities, progress on or status of assigned tasks and projects, or general information regarding operations and projects related to trash, retail and wholesale water service, and other functions of the Town of Minden. Appearance by Jenifer Davidson, Town Manager. Ms. Davidson asked for questions from the Board. Mr. Condron would like to look at data to analyze the effect of the volunteer program for water conservation. Mr. Bernard was given an update on the Highway 88 and 395 utility box relocation. Public comment. None FINAL PUBLIC COMMENT: None. REQUEST FOR AGENDA ITEMS: Mr. Souligny requested that the conservation policy be brought back to finalize, and also requested that Mr. Herb Shedd be invited to a Board meeting to discuss his programs. ADJOURNMENT: Mr. Souligny moved to adjourn at 7:40 p.m.